Supportive Services for Veteran Families (SSVF) Webinar Series
SSVF Webinar Series HHS Payment Management System: Payment Requests
Performance Reporting Requirements: Quarterly, Narrative and
Financial Reports January 30, 2015 Audio can be accessed through
the following conference line: 1 (702) 489-0008 Access code:
539-601-654 1
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Webinar Format Webinar will last approximately 1.5 hours
Participants phone connections are muted due to the high number of
callers Questions can be submitted during the webinar using the
chat function Questions can also be submitted anytime to
[email protected] 2
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How to Submit Questions during the Webinar Open and hide your
control panel Submit questions and comments via the Questions panel
Note: Todays presentation is being recorded and will be posted onto
SSVF University. Your Participation 3
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HHS Payment Management System: P ayment Requests
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HHS Payment Management System: Accessing the Site 5 Go to:
www.dpm.psc.gov Click on Payment Management System Review messages
on this page
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HHS Payment Management System: Accessing the Site 6 Click on
Payment Management System
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HHS Payment Management System: Accessing the Site 7 *For first
time users, the initial password is provided by DPM. User name:
Established by DPM (For training: All upper case - e.g., JPSMITH)
Password: Initial password is issued by DPM and must be changed by
users. New password must be at least nine alpha-numeric and/or
special characters (e.g., #Grantee1)
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HHS Payment Management System: Accessing the Site 8 Review for
new messages; then click on Click Here for Access to the Payment
Management System
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HHS Payment Management System: Grantee Online Inquiries 9 1)
Click on Inquiry 2) Click on Adhoc Grantee Inquiry 3) Select
Inquiry Type from the dropdown menu 5) Click on Continue
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HHS Payment Management System: Grantee Online Inquiries 10
Account Balance Data Authorized grant award information, payments
made and funds available Authorization Transactions Award amount,
budget period and date posted in PMS Payment Data Payment History
including payments deposited and rejected Summary Grant Data Grant
expenditures will equals payments
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HHS Payment Management System: Requesting Payments 11 Payment
requests may be made as often as needed: Daily Weekly Monthly
Bi-monthly Monthly drawdowns are encouraged by VA. Remember: Funds
must be spent within three business days!
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HHS Payment Management System: Requesting Payments 12 1) Click
on Payment 2) Click on Request for Payment 3) Enter your Account
Number 5) Click on Account
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HHS Payment Management System: Requesting Payments 13 1.Enter
DUNS 2.UPDATE Requestor Information or Click the Check Box If No
Changes Are Required 3.Enter Payment Due Date 4.Enter Expected
Disbursement Amount 5.Enter Cash on Hand 6.Enter Payment Request
Amount 7.Click on Continue
HHS Payment Management System Grantee Changes to HHS User
Accounts Add or change the registered user Add or change agency
information (name change, address) Add or change agency bank
account Grantees should submit appropriate forms (HHS User Access
Form and/or Direct Deposit Form) to HHS Account Liaison: Mirabelle
Ramos (email: [email protected]) Forms can be found on
SSVF University Reporting 19
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QUESTIONS 20 Submit questions and comments via the Questions
panel Your Maribelle Ramos DPM Account Liaison
[email protected] 301-492-5031
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Performance Reporting Requirements: Quarterly Narrative and
Financial Reports
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Quarterly Performance Reports (QPR) Two components:
Narrative/Qualitative/Programmatic Financial Must use VA templates
for both Due 20 calendar days after the end of each quarter Submit
to Regional Coordinator Additional information: Companion Guide to
Quarterly Reports FY 2015 on SSVF University 22
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Quarterly Performance Reports (QPR) 23 Question 3: Identify the
types of places where you conduct outreach (specific shelter names,
addresses, etc., are not necessary). The SSVF Program Office is
seeking high level category names only. Note: Describe why you
chose these locations, identify trends, and share your adapted
outreach strategy based from past quarters. Question 2: Describe
any issues/topics for which you would benefit assistance from the
SSVF Program Office. Include ongoing issues that you have been
working on and identify specific technical, training, and/or
reporting assistance that is needed because this will be helpful in
developing future national/regional training sessions. Note: Send
an email to your Regional Coordinator for support as the need arise
(prior to the end of the quarter). Question 1: Alert the SSVF
Program Office to any problems that have arisen during the quarter.
Share any positive/noteworthy events for which your program should
be recognized. Note: Consider addressing the following questions:
--Where are you in terms of the number of households served? --How
are you doing with rapid re-housing? --Where are you with
coordination/community planning? --Are you on target to reach
functional zero by December 2015?
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Quarterly Performance Reports (QPR) 24 Question 5 Identify
those organizations from whom you are receiving a substantial
number of referrals (>5%). Specific shelter/org &
names/addresses are not necessary. Note: The SSVF Program Office is
seeking high level category names only. Question 7 Select
directly/indirectly/both from drop down boxes to specify which
supportive services your program provided directly, indirectly
(using referrals only) or both directly and indirectly (using SSVF
grant funds). List any additional approved supportive services
provided either directly or via referrals using SSVF grant funds.
Note: Approved services are listed on your Resolution Form or
authorized Program Change throughout the year. Please do not list
Temporary Financial Assistance (TFA) types of services. See #9 to
include TFA types of services. Question 8 Include three supportive
services offerings. Note: Please be as specific as possible (e.g.,
TFA for rental arrears, referrals for legal services, etc., that
are most popular among your participants). Note: TFA is considered
one kind of service. Briefly explain how they are provided. Do not
list three types of TFA.
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Quarterly Performance Reports (QPR) 25 Question 9 Select the
boxes of those other Temporary Financial Assistance (TFA) services
that your program provided. Include any approved Other TFA services
not specifically mentioned in the table and Select Yes. Note:
Approved services are listed on your Resolution Form or authorized
Program Change throughout the year. Please do not add non-TFA
supportive services. Question 10 Describe any instances in which
participant safety was a concern. Note: Cite if a Critical Incident
Report has been submitted to SSVF Program Office via email
[email protected] Note: Do not include any identifiable
participant info. Question 11 Highlight notable participant cases
from this quarter. Note: Do not include any identifiable
participant info. Consider including something related to rapid
re-housing or innovative in your community. Question 12 Confirm
that all participant data from the Homeless Management Information
System (HMIS) has been exported and uploaded to the SSVF Data
Repository on a monthly basis. Note: Please provide a specific
explanation of situation, including any relevant documentation from
your HMIS System, for unsuccessful monthly uploads.
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Program Change Requests
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27 Grantees compile all program change request materials.
Grantees submit requests directly to the Program Office via
[email protected] Please CC Regional Coordinator on
submission Grantees can submit up to 30 days prior to the end of
each quarter Ex: deadline for Q2 is 3/1/2015 Program Office reviews
and provides response to Grantees within 30 days prior to the end
of quarter.
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New for FY 2015 Request types are limited to major program
changes and budget modifications. Regional Coordinators can give
contingent approval for certain changes. Financial QPR workbook now
includes: One budget modification template per quarter. HHS
Subaccount Transfer Forms are linked to the quarterly budget
modification template. No changes to Tab 1 of the QPR will be made
by the Program Office. Placeholder line items included instead.
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Program Change Form MS Excel Form required for all changes or
notifications Based on changes selected, the Grantee Submission
Checklist on page 2 automatically indicates necessary supportive
materials. 29
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Program Change Form Example: 30
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Budget Modifications Grantees may only submit one budget
modification per quarter. SSVF Budget Modification Templates are
linked to Tab 2 of the QPR; allowing Grantees to make modifications
by line item and provide a detailed explanation of changes to each
line item. Grantees must provide an explanation for any requested
changes to line items. 31
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Budget Modification Template 32
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Budget Modifications Enter any increases/decreases and provide
explanations for any line item change. 33
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Budget Modifications To add line new items to Personnel or
OTNP: 34
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Budget Modifications The bottom section shows the total amounts
for each column in the template: If there are any errors in the
budget submission the template will show a Denied message in the
SSVF Program Office Response box: Otherwise it will say Pending
Review: 35
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Budget Modifications Once the Program Office has approved your
request, you will receive an updated QPR template with the SSVF
Program Office Response section of the budget modification changes
to APPROVED. The changes will then be reflected in the budget
modification template for the next quarter. 36
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HHS Subaccount Transfer Requests Grantees no longer need to
complete a separate HHS Subaccount Transfer Form with their program
change request. The template is now included in the Financial QPR
and linked to the respective quarterly budget modification
template. Therefore grantees are limited to one HHS subaccount
transfer per quarter. The template is locked and cannot be modified
by the grantee. The only way to make a change to HHS subaccounts is
to modify the corresponding quarterly budget modification form. The
SSVF Program Office will process the HHS Forms along with the
Budget Modifications. Once an APPROVED budget modification is
received the HHS subaccounts automatically update for the following
quarter. 38
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HHS Subaccount Transfer Requests Example: 39
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Common Submission Issues from FY14 Not submitting to
[email protected] Missing or incomplete explanations for
all budget increases and decreases Missing signed versions of
letters Missing signed MOUs for new subcontractors Budget
modifications that resulted in >50% TFA and/or >10% Admin.
40
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Subcontractor Changes Terminating a subcontractor Explain how
this change will not affect continuation of services for SSVF
clients. Change in subcontractors must not disrupt services
designated in your grant agreement. Provide signed MOU for
replacement subcontractor If not replacing a subcontractor, include
a budget modification designating where the costs will be absorbed
within the budget. 41
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Regional Coordinator Contingent Approval RCs can provide
contingent approval for the following types of changes:
Addition/Termination of Subcontractor, Service Area Expansion,
Supportive Services Addition/Removal, or Budget modifications that
include the addition of a new line item (e.g. personnel changes).
Changes approved by the Regional Coordinator will be effective the
day the Coordinator provides written approval. Still required to
submit a change request packet to the Program Office for final
approval. Contingent Approvals will be issued sparingly on a case
by case basis. 42
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Program Change Requests The SSVF Program Office processes a
high volume of program change requests each quarter. It is the
responsibility of the grantee to ensure the change request packet
is accurate and complete prior to submission. Include Regional
Coordinator on all submissions. 43
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Additional Resources Refer to the Companion Guide to Program
Changes FY 2015 on the SSVF University. Questions / Feedback: Rico
Aiello at [email protected] Lindsay Hill at
[email protected] 44
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QUESTIONS 45 Submit questions and comments via the Questions
panel Your